It's day 9 of a 10-day option period. Your buyer just texted "did the inspector send the report?" Title wants the survey. The lender wants the HOA docs. And you're at a showing across town.
Most deals don't fall apart because of one big problem. They fall apart because three small things slipped the same week.
That's the job of a transaction coordinator. And for a lot of agents, AI can now do most of it.
What an AI transaction coordinator actually does
- Builds your timeline from the contract. Give it the effective date and the terms, and it maps every deadline: earnest money and option fee delivery, the end of the option period, survey, title commitment and objections, financing approval, appraisal, closing.
- Tells you what's due. Every morning, or any time you ask: what's overdue, what's due today, and what's due this week, across every active deal.
- Drafts the messages. The update to title, the follow-up to the other agent, the "here's what happens next" text to your client. You read it, tweak it and hit send.
- Runs the checklist. From the executed contract to the commission disbursement authorization, so nothing gets missed at the end.
- Answers from your phone. Set up with Telegram, you can text it from a showing: "What's left on 123 Main?"
What it should never do
AI is a coordinator, not a licensee. Set hard limits:
- No negotiating and no legal advice. It drafts; you decide.
- No guessing dates. Every date comes from the executed contract. If one's unclear, it asks.
- No wiring instructions, ever. If an email shows up with new wiring instructions, it should warn you that it's likely fraud and tell you to verify by phone with title.
- No sensitive client data. No Social Security numbers, bank numbers or passwords in its notes.
Why this matters for your buyers
The deals that close on time are the ones where everyone knows what's next. When your timeline is tight, your lender has the documents earlier, the appraisal gets ordered on time, and your buyer isn't the one texting you at 9 PM asking what's going on.
Get the free kit
I built a free transaction coordinator kit for Texas agents. It runs on Claude Code (Anthropic's AI assistant) on your own computer and your own account, so your deals stay with you. It includes:
- the contract-to-close timeline and checklist
- the hard limits above, already built in
- a setup interview so you can name it and make it your own
- a step-by-step setup guide (about 30 minutes), plus an optional 24/7 cloud server setup
- Telegram, so you can text it from anywhere
It's free for any agent. No strings attached. Get the TC Kit →
This article is general information, not legal advice. Follow your broker's policies.
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